Purchasing
Questions and Resolutions
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| How do I pass an invoice to the buyer to resolve an exception? | There are two methods. From the IMP or ILA screens, type 'C' in the EXCEPTION CMNTS field and press ENTER to access the Invoice Exception Comments (IEC) screen. Enter your comments to the buyer on this screen and then type R in the REQUEST field to return to a blank IMP screen in the current control group. The second method is to type 'PASS" in the REQUEST field on either IMP or ILA. The first method is preferred because it gives the buyer more information to work with and can lead to a quicker resolution of the exception. |
| How do I close a Signature or PO payment basis PO? | A purchase order closes when all its lines are closed, both to receiving and to invoicing. These POs close to INVOICING when the amount paid matches or exceeds the permit-to-pay amount (within designated tolerances). But since these POs never close to receiving, OSC automatically closes each line at the end of the month (after it's closed to invoicing). This clears the way for the invoice line (and the PO itself) to be closed. The POs closed are reported in OSCOP*MM105-1 PO BATCH RECEIPTS. A packing slip number of AUTO CLOSE is assigned and can be viewed on the RIS/RRI screen. |
| How can I cancel an unmatched requisition? | Change the status to 6 on the RQ1 screen. This also eliminates the remaining commitment of funds. |
| How can I find out who received a RECEIPT PAYMENT BASIS item into NCAS? | Examine RMDS report MM120-2PS DAILY REPORTS for the day of receipt. To find the section of the report listing the receipt, use the following FIND commands: BUY ENTITY, RBL (receipt by line function), ITEM. Then examine the OPERATOR ID NO. |
| My RQS screen shows a requisition as split even though I have not assigned a vendor. What should I do? | To cancel the split, change its status to 4 on the BWS screen. |
| Is there a way to reopen a PO line that has been closed to invoicing? | No. However, you can add a line to the PO for the additional amounts. If the PO is closed, you can reopen the PO by temporarily reducing or deleting a receipt. The line can then be added. Be sure to print a copy of the RRI Receipt and Return Inquiry screen of the Receipt information for easy reentry. |
| What are the main screens for doing a requisition? | The main screens for requisitioning are the RQ1, RQ2 and the RCM screens. Each of these screens has a corresponding inquiry screen RI1, RI2 and the RCI which are used by the approvers when approving the requisition. |
| Who's job is it to resolve invoice matching exceptions when doing on-line matching? | It should be the buyers/purchasing agent. They are the ones who work out the contracts and prices with the vendors. If there is a discrepancy between the invoice price/quantities and the PO price/quantities they should be the ones to talk with the vendor and resolve the discrepancy. The NCAS is built on this premise and makes the AP sections "PASS" all exceptions to the IWQ screen for the buyers to resolve. |
| Why won't OSC allow agencies to change stock item descriptions when switching over to different, but similar, items, rather than creating a new item number? For example, why can we not change the description for a 5-lb bag of flour to a 10-lb bag of flour? | OSC does allow changes to stock item description, but only where the change is a clarification of the specification of the the item. With the bags of flour, for example, the requested change would be more than descriptive. The cost of a 5-lb bag is substantially different than that of a 10-lb bag, which would impact average cost calculation during the time both size bags were in stock. Even if the main warehouse were fully out of stock on the old size, other system warehouses might still have that stock. All system documents, including cycle count sheets, would immediately begin displaying the new description, even when the transaction is for the remaining stock of the old item. |
| How does the system unencumber funds for purchasing transactions? I am looking at screen PMI, and it does not agree with the C-U-PS-PO ENCUMBRANCE report. | First of all, the PMI screen
displays the permit-to-pay amount, not the encumbrance. on some transactions,
these values are the same, but often they are different, so this screen
should not be used to determine current encumbrance.
for service purchase orders, where quantity ordered UOP is always "1", the current encumbrance equals the unit price minus the amount invoiced to date. A service purchase order is created either with an "S" in the SERVICE field on the header (screen PH1), or with an "S" in the SERVICE CD field on the line (screen PL1). A goods purchase order unencumbers based on the quantity invoiced to date, rather than on the amount invoiced to date. If you have ordered one widget at a cost of $10,000 and you have paid for one widget at a price of $25, then the entire amount of the PO line is unencumbered, since you have paid for the entire ordered quantity. No matter how great the disparity between the PO price and the invoice price, the unencumbrance is based upon the quantity invoiced. If you had ordered two widgets at $10,000 apiece, and had paid $25 or one of them, then the remaining encumbrance would be $10,000, which is the value of the PO line for the uninvoiced widget. |
| We will not receive any more goods against a RECEIPT BASIS PO line, but it is still open. How can I close it? | Select a receipt against this PO from the list on the RIS screen (key the BUYING ENTITY and PO NUMBER and press ENTER). Key C in the INQ/CHG/PRT field and press enter to access the RRC screen. Key C (for close) in the RESPONSE field on the RRC screen. The PO line is closed to further receiving. |
| Can I add service PO line to a goods PO? | Yes. Be sure to set the Tax/Vat authorized to N. |
| Can I add a goods PO line to a service PO? | No. A goods line cannot be added to a service PO. No Sales Tax amount may be included on a service PO line, but the tax may be authorized for payment by AP. To process a payment for goods on a service purchase order, add an additional service line to the PO and set the SALES TAX authorized to Yes on PH1. Accounts Payable can then pay the sales tax when the invoice is processed. Note that the sales tax will not be encumbered on the PO. |
| How can I get a requisition off my RQS screen? The requester doesn't want the goods/service. | You have to "back out" of
a requisition. The fix depends on what actions have been performed
on the requisition.
The steps in processing a
REQ are SPLIT (source) it, CONVERT it (to a PO), and PRINT the PO (considered
to be outstanding).
b. If the number of splits is 01 or more then check the status of each of the splits. Use the ACT field to go to BWS.
b. If the status of a split is 6 then the split has been converted to a purchase order line. Go to PLS to check PO line status.
b. If the PO line status is 8, then the PO has been printed and is considered outstanding. Cancel the PO line (status 3) on PLS (or use PL1). Close the Requisition line (status 6) using RQ1. |
| Where can I find information on handling freight in NCAS Purchasing Transactions? | Information on handling freight in NCAS purchasing transactions is located at http://www.osc.state.nc.us/sigdocs/sig_docs/freight.html. |